Working with users

To create a user:

1. Click Create User. The Create User page appears.
2. Enter the user's name in the Name field.
3. Select the main user role to assign to the user in the Role field. A user's role determines the actions that users can carry out.
   
   You can assign more than one role to each user. If you want to assign multiple roles to a user, edit the user after you have finished creating the user record. You can then CTRL or SHIFT-select additional user roles in the Role field to assign more roles to the user.
4. Enter the email address that the user will use to log into Powerproject Vision in the Email field.
   
   System-generated emails are also sent to this email address by default. If you want the user to log in using one email address but to receive system-generated emails at another email address, edit the user after you have finished creating the user record. You can then specify a different email address, to which system-generated emails will be sent.
5. Enter the password that the user will use to log into Powerproject Vision in the Password field. Passwords must contain a mix of lower-case letters, upper-case letters and numbers.
   
   Select the Show password check box if you want to view the password as you type it, or clear the check box to hide the password from view.
6. If any user-level user-defined fields have been set up, these appear on the page for you to complete. For example, if a 'Region' user-defined field has been configured, a Region field will appear for you to specify the region in which the user works.
7. Click Create. You return to the Users page, where the new user appears in the list.

To edit a user:

1. Click the name of the user that you want to edit. The Edit User page appears.
2. Edit the details of the user as required.
   
   You can assign multiple user roles to a user by CTRL or SHIFT-selecting user roles in the Roles field.
3. Clear the Active user check box to specify that a user is no longer an active user of Powerproject Vision. Recording that a user is inactive frees up their Powerproject Vision licence and prevents them from logging into Powerproject Vision with their user name and password. If a user is assigned to any projects, these assignments are retained when you make the user inactive.
4. Click Save Changes. You return to the Users page.

To reset a user's password:

1. Click Reset Password to the right of the user whose password you want to reset. The Reset Password page appears.
2. Enter a new password for the user in the Password field.
   
   Select the Show password check box if you want to view the password as you type it, or clear the check box to hide the password from view.
3. Select the Change next log in check box to force the user to change their new password the next time that they log in, or clear the check box to allow the user to continue using the new password that you have entered.
4. Click Reset. You return to the Users page.

Deleting a user frees up their Powerproject Vision licence and prevents them from logging into Powerproject Vision with their user name and password.

If you attempt to delete a user that is assigned to one or more projects, you are warned and asked if you want to continue. If you continue with the deletion, the user is unassigned automatically from any projects to which they are currently assigned, then deleted. You can view the projects to which a user is assigned by editing the user and clicking Project Assignments on the Edit User page.

You cannot delete a user if they are assigned to any programmes that are currently checked out. You can view the checked out programmes to which a user is assigned - ie the programmes that must be checked back in before you can delete the user - by editing the user and clicking Checked Out Programmes on the Edit User page.

If you want to retain a user's project assignments, edit the user and record that they are inactive rather than deleting them.

To delete a user:

1. Click Delete to the right of the user that you want to delete. A popup appears, asking you to confirm whether you want to delete the user. The popup warns you if the user is assigned to one or more projects.
2. Click OK to continue, or click Cancel to cancel the deletion, which you may want to do if the user is assigned to one or more projects. If you continue:
   • If the user is assigned to one or more programmes that are currently checked out, you are informed that you cannot delete the user.
   • If the user is not assigned to any checked out programmes, the user is unassigned from any projects and deleted, and you return to the Users page.

You may want to view the projects to which a user is assigned before attempting to delete the user. You can then decide whether to delete the user and unassign them from their projects, or to record that the user is inactive, which retains their project assignments.

To view the projects to which a user is assigned:

1. Click the name of the user. The Edit User page appears.
2. Click Project Assignments. The Project Assignments popup appears, displaying a list of the projects to which the user is assigned. You can click a project to view details of it in a new browser tab.
3. Click Close to return to the Edit User page.
4. Click Back to List to return to the Users page.

You cannot delete a user if they are assigned to any programmes that are currently checked out. You may want to view the checked out programmes to which a user is assigned so that you can see which programmes must be checked in before you can delete the user.

To view the checked out programmes to which a user is assigned:

1. Click the name of the user. The Edit User page appears.
2. Click Checked Out Programmes. The Checked Out Programmes popup appears, displaying a list of the checked out programmes to which the user is assigned. You can click a programme to view details of it in a new browser tab.
3. Click Close to return to the Edit User page.
4. Click Back to List to return to the Users page.

Lists in Powerproject Vision can be quite long. You can filter the information that appears in lists to make it easier to find the information you want. A image appears to the right of columns on which you can filter. You can filter columns for information that equals, contains, starts with or ends with a particular text string. For example, you could filter a column for information that:

• Equals "planner". This would return a single item: the one called "Planner".
• Contains the text string "plan". This would return items such as "Planner", "Project Planner", "Planning Coordinator", etc.
• Starts with the text string "plan". This would return items such as "Planner", Planning Coordinator", etc.
• Ends with the word "manager". This would return items such as "Manager", "Project Manager", etc.

To filter the information that appears in a list:

1. Click to the right of the column on which you want to filter. A popup appears.
2. Specify whether you want to filter for information that equals, contains, starts with or ends with a particular text string in the Type field.
3. Enter the text string in the Value field. Filtering is case-insensitive, so it does not matter whether you use upper-case or lower-case characters, or a mix of both.
4. Click Apply. The list is filtered so that it contains only those items that match your filter settings.

If a filter is currently applied to a list, not all items are displayed in the list. To clear the filter and display all items in the list:

1. Click to the right of the column to which the filter is currently applied. A popup appears.
2. Click Clear filter. The filter is removed from the list, which now displays all items.

You can also filter the users that appear in the list by clicking Displaying Role and specifying a user role. If you do this, only users to which the specified role is assigned are displayed in the list.